This article is part of the Send Press Releases and Emails collection. If you haven’t already, we recommend to start by creating a list of media contacts.
🔹Video Guide
🔹 Step-by-Step Guide to Sending Press Releases
Step 1: Access Email Distributions
To begin, navigate to the Media Relations tab and select Email Distributions from the menu. On the left-hand panel, you'll see a list of previous distributions and drafts if you have any.
Step 2: Start a New Email Distribution
Click the New Distribution button to start a new email. You’ll be given the option to choose from:
Quick Template
Saved Template
Copy a Past Distribution
Step 3: Option to use Agility's PR CoPilot
You can toggle on PR CoPilot, Agility’s AI-powered tool. PR CoPilot helps you create a draft, fine-tune your writing, or modify any content to ensure your message is optimized for your audience.
Step 4: Create Distribution
After selecting your template, click Create Distribution. This will bring up your draft email, where you can add components from the right-hand panel. You can reorder these components to suit your needs, ensuring the email structure fits your message.
🔹 Customizing Your Email Distribution
Step 5: Email Header
Subject of your email
Any preview text you wish recipients to see prior to opening your email
The name of the person or organisation sending the email
The address that any replies will go to
Step 6: Customizing Your Email
Formatting: You can now add content into the Text Component, using a full suite of formatting options to customize your email. You can type or paste the content you wish to send.
For advanced formatting, watch the short video below.
Layout Options: You can choose from a variety of layouts, including a two-column format. For example, you can place a Media Kit button and social links side by side.
Personalization Options: For a more personalized approach, use the first name of each contact on your list, or customize the greeting for each recipient.
For advanced personalization options, watch this short video
Step 7: Footer and Compliance
Make sure to complete the footer section of your email to comply with email regulations. You can apply your settings as the default so that you only need to set this once.
Step 8: Save as Draft
You can save your email as a draft to revisit and edit later.
Tip: Keep your total email size under 5MB to avoid triggering spam filters.
🔹 Preview and Test Your Email
Step 9: Check your email looks great
Before sending your email, it’s important to preview it to ensure it looks great across all devices.
Navigate to the Content Validation tab.
Preview the email on different devices to see how it will appear on mobile, desktop, etc.
3. Send a test email to yourself or a colleague to ensure everything looks correct and functions properly.
🔹 Edit Recipients and Final Customizations
Once you’re satisfied with your email, move on to editing the recipients.
You can select from your Agility media lists, saved searches, or manually add new recipients.
PR CoPilot is also available to help you match your pitch with relevant journalists based on keywords, regional relevance, and content focus.
🔹 Review, Send, or Schedule
After reviewing your recipients and content, you can decide when to send your email. You have the option to:
Send it immediately.
Schedule it for a future date.
Make sure the tracking buttons are selected to enable open and click tracking.
🔹 Confirmation and Results
Once your email has been sent, you will receive a confirmation email. You can view the results of your distribution by clicking on the Sent distribution in the left-hand panel. Need help interpreting your results? Learn how to analyze your distribution report.
🔹 Using PR CoPilot
PR CoPilot is Agility’s AI-powered assistant that helps you:
Draft your initial content based on a key message
Adjust tone, structure, and length
Recommend journalists and contacts based on keywords and region
Enhance content using smart edit tools like “Simplify,” “Add Polish,” or “Make More Concise”
You can enable PR CoPilot from the start of your distribution or access it while editing content.
For a deeper walk through, see our PR CoPilot guide.
🔹 Send Press Releases and Emails
📝 Support & Resources
Need help? Chat with Support from your dashboard